143: Game and Event Sign-in

In this document we will cover the important of the Sign-In Sheet to the Mind’s Eye Society, as well as the creation and implementation of a sign in sheet procedure for your event.

Importance of Membership Tracking

The primary purpose of the Sign In sheet is to track member participation in MES games and events. The Coordinator and Storyteller offices depend heavily upon tracking attendance for keeping record of Experience and Prestige earned at games and events. Failure to track membership participation can have very negative effects on the individual members. For example: If a member fails to sign in to a game, then their experience records will show differently for their character than the Storyteller’s record, and a later audit could result in disciplinary actions. If the member fails to sign in for a charity event, then their prestige log will reflect differently than their Coordinators, and a prestige audit may result in loss of Membership Class.

There are also levels of statistics that the club maintains from our Sign In Sheets. Overall member activity, charity participation, and donation tracking are just a few. When a Coordinator and Storyteller send up their reports, a portion of the sign in sheet is reflected in those documents, and those reports are put on permanent record for the clubs officers to review.

Creation of a Sign In Sheet

Sign in sheets should be in simple, easy to understand spreadsheet form. Below is an example that may be used. It ensures that the basic information for each member is obtained, as well as a tracker for donations that can be awarded with prestige.

Whether a paper ledger is placed near the entrance, a role call taken by an officer at the beginning of game, or an easy to access laptop or computer with a spreadsheet pulled up; the local chapter should have a set policy on how the member participation is tracked for games and events. This ensures convenience and helps members to remember to sign in, which will make reporting much easier for officers and staff. The presiding officer for an event should announce at the beginning of the event the location of the sign in sheet, and also remind them at the end of an event so that those who show up late have an opportunity to sign in as well.

For large events, it is often convenient to set up a staffed location near the entrance where they will be easily seen by participants. Signs or banners should be placed in visible locations to ensure those arriving are aware of the sign in ledger’s location. If this is an annual event, or a location that’s often used for similar events, using the same location every time will ensure that returning participants will know where to go.